Follow by Email

Monday, November 24, 2014

Information Management Officer, P-4. UN Secretariat, DM, ARMS. Open until 12 January 2015

Information Management Officer, P4
INFORMATION MANAGEMENT OFFICER
Office of Central Support Services
NEW YORK
13 November 2014-12 January 2015
14-IMA-DM OCSS-36599-R-NEW YORK (R)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity


 
 

Org. Setting and Reporting
This position is located in the Department of Management (DM), Office of Central Support Services (OCSS), Archives and Records Management Section; the incumbent will report to the Section Chief.
Responsibilities
Within delegated authority, the Information Management Officer will be responsible for the following duties:

• Contributes to the formulation of overall policies, procedures, objectives and guidelines affecting the development and maintenance of the Organization’s non-current records and archives and delivery of reference services, archival description and systems management within the Organisation’s information management governance framework.
• Conducts policy-oriented research and drafting on the applicability of information technology to records and archives using data from internal and external sources to: develop Section policies, guidelines and procedures in keeping with technological developments, e.g., strategy for long-term preservation and retrievability of electronic records.
• Assesses and makes recommendations relating to the use of information management systems from an archives management perspective. Conducts relevant research and specifications for information management technology and innovations relevant to archives management and service delivery.
• Provides advisory services Organization-wide on recordkeeping practices based on needs, business process, workflow, technical architecture and information resources analysis; makes recommendations relating to recordkeeping practices, improvement and implementation strategies, resource requirements, file plans, retention schedules and procedures for transferring records and archives to the section.
• Leads engagement with all stakeholders to develop strategies for integrating records created in diverse systems into digital preservation systems and repositories; leads and manages the archival preservation programme.
• Evaluates applications and cost-effectiveness of services in relation to technology options and prepares data and recommendations for decision-making.
• Ensures the preservation of information assets with continuing value by appraising records according to their administrative, legal, financial and/or historical value.
• Manages the delivery of reference services to public and internal clients. Ensures access to records with continuing value by managing the application of international cataloguing and indexing standards for intellectual control and retrieval; advises internal and external users regarding the use of the Section’s holdings; and assures the delivery of records and/or copies.
• Develops and implements policies and guidelines relating to the preservation of and access to digital archives by establishing metadata requirements; retains schedules for incorporation into electronic recordkeeping systems; transfers, maintains security protocols; and selects standards for digitisation of finding aids and records and their electronic dissemination.
• Manages information security by enforcing security-classification restrictions; facilitates declassification reviews by liaising with records-originating offices; and ensures the physical security and safety of the Organization’s records.
• Carries out managerial responsibilities at the unit level relating to compliance with administrative requirements, programme planning, policy and procedure recommendations, budgeting, human resources and facilities management.
• Develops client outreach strategy and programme and coordinates its implementation.
• Represents the Section, as required, in departmental offices and at working groups, task forces and other fora, advocating recordkeeping and/or archives perspectives and standards.
• Evaluates the performance of vendors and certifies invoices, as necessary.
• Guides, trains and supervises professional and general service staff in the various records information management functions.
• Performs other duties as assigned.
Competencies
• Professionalism: Knowledge of information management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

• Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

• Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of seven years of progressively responsible experience in modern archives management, record keeping, library, information management or related area. Experience in implementing digital preservation programmatic activity is highly desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in oral and written English is required. Knowledge of another official UN language is desirable.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.

Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” on the upper right side of the browser on Inspira.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Information Management Officer, P-3. UN Secretariat, DPKO, New York. Open until 9 January 2015

Information Management Officer, P3
INFORMATION MANAGEMENT OFFICER
Office Of The Under-Secretary-General - Dpko
NEW YORK
10 November 2014-9 January 2015
14-IMA-DPKO OUSG-38280-R-NEW YORK (R)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity


 
 

Special Notice
Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.

These posts are financed by the Support Account for Peacekeeping Operations. Extension of appointment will be subject to budgetary approval.
Org. Setting and Reporting
This position is located in the Peacekeeping Information Management Unit, Office of the Chief of Staff, Department of Peacekeeping Operations (DPKO) and Department of Field Support (DFS). Under the overall supervision of the Senior Programme Officer in the Office of the Chief of Staff, the incumbent reports directly to the Chief, Peacekeeping Information Management Unit.
Responsibilities
Within delegated authority, the Information Management Officer will be responsible for the following duties:
•Plans and directs information management initiatives of significant importance to peacekeeping or major components of these complex systems, which typically impact large or multiple user groups, including document and records management systems, staff intranet/web portals, business intelligence dashboards and cross-cutting monitoring tools.
•Provides advisory services on DPKO and DFS information management and recordkeeping practices including: needs and business process analysis; organization and maintenance of UN information assets; records preservation and disposition; and information management policies and procedures, with an emphasis on technological applications.
•Researches, analyses and evaluates new applications of information technology to records and information management and makes recommendations for their deployment.
•Participates in information management and record-keeping improvement projects, contributing to feasibility studies, systems analysis, design, development and implementation and in the evaluation and testing of information and record-keeping application improvements and new systems; provides user support.
•Develops detailed system and other functional specifications and standards from the information management and recordkeeping perspective and user documentation for new systems.
•Develops training materials and user manuals; trains staff in use of the recordkeeping and information management system assigned.
•Assists in policy development, including the review and analysis of issues and trends, preparations of evaluations or other research activities and studies.
•Evaluates adequacy of existing information and records management tools. Implements new technologies in information management to ensure that tools developed for efficient access to information are accessible to staff throughout the Organization.
•Manages records accession and disposition functions by applying the life-cycle concept to information assets, including appraisal by liaising with records-originating offices regarding the transfer and/or disposal of their records; assures that retention schedules, registration and physical aspects of records transfers meet established standards; oversees space management and commercial storage contracts; supervises General Service staff in implementing related tasks; and performs records appraisal.
•Understands, keeps current with and applies preservation techniques and strategies for records in all media. Ensures that the Unit’s storage facilities meet environmental standards.
•Performs and supervises reference functions by advising internal and external users about records holdings and accessibility; maintaining communications with other information management networks and records and archives specialists; supervising retrieval and reproduction activities of General Service staff.
•Maintains access and declassification standards by liaising with records-originating offices/offices of interest regarding access to security-classified materials and implements access and declassification determinations.
•Participates in developing client outreach strategies and in their implementation. Conducts programmes of outreach and user education to improve client use of desktop information resources; uses judgement of relevant institutional needs to develop presentations appropriate to client audience; develops publicity materials to facilitate outreach.
•Assists in programme administration, including provision of assistance to or supervision of contractual employees and General Service staff, formulation of consultant and institutional contracts and subsequent implementation, development of the programme budget, etc.
•Performs other related duties, as required.
Competencies
•Professionalism: Knowledge of information management, data management, archival, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, conservation and migration management; records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

•Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

•Client Orientation: Considers all those to whom services are provided to be “clients” and seeks to see things from clients’ point of view; establishes and maintains productive partnerships with clients by gaining their trust and respect; identifies clients’ needs and matches them to appropriate solutions; monitors ongoing developments inside and outside the clients’ environment to keep informed and anticipate problems; keeps clients informed of progress or setbacks in projects; meets timeline for delivery of products or services to client.
Education
Advanced university degree (Master’s degree or equivalent) in archival, information science, information systems, social science, or related field. A first-level university degree in combination with two additional years of qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of five years of progressively responsible experience in modern archives management, record keeping, information management, geographic information systems or related area. Experience with UN or international standards on information security classifications is desirable. Experience in peacekeeping information management is desirable. Experience in coordinating or managing complex information management initiatives is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For the post advertised, fluency in English is required. Knowledge of French is desirable
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.

Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” on the upper right side of the browser on Inspira.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED NATIONS DOES NOT CONCERN ITSELF WITH INFORMATION ON APPLICANTS’ BANK ACCOUNTS.

Records Assistant, G-6. IAEA, Vienna. Open until 14 December 2014


Position and Grade: Records Assistant (G-6)
Organizational Unit: Records Unit
Archives and Records Management Section
Division of General Services
Department of Management
Duty Station: Vienna, Austria
Issue Date: 17 November 2014
Application Deadline: 14 December 2014
Type of Appointment: Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year
CCOG codes: 2.A.23


Organizational Setting

The Department of Management (MT) provides a 'platform of services' that serves as a foundation for the successful delivery of the IAEA's scientific and technical programmes. Its mission statement is as follows: "MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose". Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment and ensures that all Board documents are translated and distributed on a timely basis to Member States.

The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sections.

The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit.

Main Purpose

Under the supervision of the Head, Records Unit, the Records Assistant ensures the effective and efficient management of records within the IAEA by overseeing the proper handling of records by Records Assistants who are assigned to process classified records. He/she is also responsible for assigning security classification, codifying, registering and distributing official classified records.

Working Relationships

The Records Assistant reports to the Head of the Records Unit and assists with interaction between the Unit and Records Office Coordinators, Department of Safeguards, Division of Information Technology (MTIT) and the Division of Nuclear Security (NSNS).

Functions / Key Results Expected

  • Assist the Head of the Records Unit in coordinating the work of the staff assigned to process and handle classified records within the Records Unit including assignment of work, quality control, ensuring daily delivery and retrieval of services of classified and unclassified reports to and from the Department of Safeguards and the Department of Nuclear Security.
  • Apply security classification, file codification and distribution routing to official classified correspondence in accordance with the IAEA's Information Security Policy and Procedures and Record Keeping Policy as well as Safeguards Manual.
  • Monitor, update and revise the file codes and create new file codes as necessary.
  • Assist the Records Systems Assistant in performing administrative tasks related to the Electronic Records Management System (ERMS) Assistant application including maintaining an inventory of application improvements, coordinating quality testing of alpha and beta versions before release and monitoring performance once new versions are rolled out.
  • Monitor interaction between the ERMS Assistant application and Livelink on both Agency-wide as well as Safeguards platforms. Ensure that any arising issues affecting performance are addressed with MTIT.
  • Assist the Head of the Records Unit with:
    • Providing classified information and reference services to staff upon request;
    • Distributing and allocating the classification stamps in the IAEA as well as maintaining transmittal forms and logbooks;
    • Shredding classified records to ensure compliance with the IAEA's Information Security Policy and Procedures, Record Keeping Policy and Safeguard's Manual;
    • Providing advisory services on information security classification and records management matters such as developing filing structures, conducting records audits, providing training in procedures and best practices; and
    • Coordinating the weekly duty roster as well as compiling Unit statistics on a weekly, monthly and annual basis.

Knowledge, Skills and Abilities

  • Knowledge of records management policies and practices in international organizations is required.
  • Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment.
  • Sense of confidentiality: Ability to act with tact, discretion and respect for confidentiality when dealing with sensitive matters.
  • Organizing skills: Ability to prioritize work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands and multitasking.
  • Interpersonal skills: Ability to communicate effectively and in a tactful manner with staff at various levels and to work in a multicultural environment with sensitivity and respect for diversity. Ability to maintain a range of contacts and deal appropriately with counterparts.
  • Knowledge sharing: Ability to provide guidance to other office support staff, advising them on the administrative practices and procedures to be followed. Proactive attitude in sharing knowledge and practices with peers contributing to increased efficiency and quality of services.
  • Analytical skills: Demonstrated ability to apply good judgment in the context of assignments given; conduct independent research and analysis, and formulate options and recommendations.
  • Computer skills: Working knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA standard.
  • Experience with digitisation, databases and/or Electronic Document and Records Management software (Livelink) is desirable.

Education, Experience and Language Skills

  • Completed secondary education with an academic background in records management desirable.
  • A minimum of six years of work experience, three years of which in records management.
  • Experience in an international environment is essential.
  • English Language Test (level 2) and English Typing Test (level 2) at IAEA standard.
  • Language skills: Excellent command of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian, Spanish) an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €48 539 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance.

How to Apply

Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online at http://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered.

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.

Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

Records Assistant, G-4. IAEA, Vienna. Open until 9 December 2014

Position and Grade: Records Assistant (G-4)
Organizational Unit: Records Unit
Archives and Records Management Section
Division of General Services
Department of Management
Duty Station: Vienna, Austria
Issue Date: 12 November 2014
Application Deadline: 9 December 2014
Type of Appointment: Either a Fixed-term appointment (if the candidate already holds a Fixed-term appointment) or Temporary-assistance appointment (in all other cases) may be offered, both subject to a probationary period of 1 year
CCOG codes: 2.A. 23


Organizational Setting

The Department of Management (MT) provides a 'platform of services' that serves as a foundation for the successful delivery of the IAEA's scientific and technical programmes. Its mission statement is as follows: "MT is a partner and a business enabler that champions change and efficiency, leveraging a common purpose". Thus, among other support activities, it assists a scientific manager in recruiting the right expert, helps a technical officer coordinate the purchase of radiation equipment and ensures that all Board documents are translated and distributed on a timely basis to Member States.

The Division of General Services provides service functions throughout the IAEA such as travel and transport support, facilities management, archives and records management, and management of the VIC Commissary. It has five sections.

The Archives and Records Management Section establishes a framework for the creation and management of authentic, reliable and usable records, capable of supporting IAEA business functions and activities for as long as they are required. The Section is divided into three Units: Mail, Records and the Archives Unit.

Main Purpose

Under the supervision of the Head, Records Unit, the Records Assistant assists in the accurate distribution of paper and electronic records to the responsible office(s), inputs codified correspondence in the Electronic Records Management System (ERMS) and performs quality assurance checks of the registered correspondence.

Working Relationships

The Records Assistant reports to the Head of the Records Unit and liaises with focal points in the various Departments where the correspondence is to be directed as well as staff in the Records Unit.

Functions / Key Results Expected

Records Assistants are assigned to work within teams servicing designated programme areas. Teams include the Records Registration Team (RRT), Classified Records Team (CRT), and the Records Advisory Team (RAT). The Records Registration Team is responsible for registration of all official correspondence. The Classified Records Team is responsible for handling all classified records. The Records Advisory Team is responsible for all support activities related to records management such as education and training. The functions of the incumbent include:
  • Register incoming, outgoing and internal paper and electronic records written in any of the IAEA's six official languages and German;
  • Input codified correspondence in the ERMS and perform quality assurance checks of the registered correspondence;
  • Distribute correspondence to the responsible office(s) and identifying relevant staff who should receive information copies;
  • Provide information and reference services to the Secretariat and assist IAEA staff with regards to good records management and proper information retrieval practices;
  • Monitor forms and templates and ensure established procedures are followed whenever they have to be modified or replaced;

Knowledge, Skills and Abilities

  • Knowledge of records management policies and practices in international organizations an asset.
  • Focus on quality: Ability to work with a high degree of accuracy and attention to detail in a busy office environment.
  • Sense of confidentiality: Ability to respect confidentiality when dealing with sensitive matters.
  • Organizing skills: Ability to prioritise work assignments, organize own schedule, perform routine work independently, meet deadlines and adapt to constantly changing demands and multitasking.
  • Interpersonal skills: Ability to communicate effectively and in a tactful manner with staff at various levels and to work in a multicultural environment with sensitivity and respect for diversity. Ability to maintain a range of contacts and deal appropriately with counterparts.
  • Computer skills: Working knowledge of Microsoft Office 2010 (Outlook, Word, Excel, PowerPoint), which is the IAEA standard.
  • Experience with digitisation, databases and/or Electronic Document and Records Management software (Livelink) is desirable.

Education, Experience and Language Skills

  • Completed secondary education.
  • A minimum of four years of work experience, two years of which in records management.
  • Exposure in an international setting is desirable.
  • English Language Test (level 2) and English Typing Test (level 2) at IAEA standard.
  • Language skills: Excellent command of written and spoken English. Knowledge of another official IAEA language (Arabic, Chinese, French, Russian, Spanish) an advantage.

Remuneration

The IAEA offers an attractive remuneration package including a tax-free annual net base salary starting at €36 261 (subject to mandatory deductions for pension contributions and health insurance), 6 weeks' annual vacation, pension plan and health insurance.

How to Apply

Internal and external applicants need to complete an IAEA Personal History Form. Internal applicants are required to apply online at https://personnel.iaea.org. External applicants are required to apply online at http://recruitment.iaea.org. You can find more information about employment opportunities and working at the IAEA at http://www.iaea.org/About/Jobs. No e-mail or hard-copy application will be accepted. All applicants will be informed of the outcome of their application in due course. Applications received after the application deadline will not be considered. Applicants who do not comply with the aforementioned application guidelines or do not meet the essential requirements specified in this Vacancy Notice will not be considered.

Appointment is subject to a satisfactory medical report. Recruitment will be on a LOCAL BASIS only. Outside applicants are required to supply to the IAEA or to authorize it to seek all information relevant to their suitability for employment by the IAEA. Testing may be part of the recruitment process.

Applicants should be aware that IAEA staff members are international civil servants and may not accept instructions from any other authority. The IAEA is committed to applying the highest ethical standards in carrying out its mandate. As part of the United Nations common system, the IAEA subscribes to the following core ethical standards (or values): Integrity, Professionalism and Respect for diversity. Staff members may be assigned to any location. The IAEA retains the discretion not to make any appointment to this vacancy, to make an appointment at a lower grade or with a different contract type, or to make an appointment with a modified job description or for shorter duration than indicated above.

Friday, November 7, 2014

Information and Content Manager, AD6. EMA, London. Open until 28 November 2014



EMA/AD/366: Information and Content Manager, Product Database Management, Business Data and Support Department, Procedure Management and Business Support Division (AD6)


The Procedure Management and Business Support Department is seeking to recruit an Information and Content Management (ECM) Administrator to support the Agency ECM programme and to facilitate stronger information management and sharing as well as smarter business processes. The department collaborates with staff in all other Agency departments including the IT department to deliver solutions for the management of data and documents in electronic formats with an Agency focus.

The successful candidate will assist in the design, implementation, and support of solutions for managing electronic documents using our existing Electronic Content Management System, EMC Documentum. As business owners of document and records management strategies and solutions for the Agency, staff in the Department support change management and business process improvement initiatives throughout all Agency divisions for successful implementation of the new systems and associated processes and policies.

This position would suit someone who has worked in a similar role articulating business requirements for technical solutions, development and delivery of training on systems and related processes, supporting content management solutions (such as: Documentum, FileNet, OpenText, SharePoint 2010) and embracing a collaborative approach for the implementation of solutions for managing electronic documents and their supporting workflows.

The Business Data and Support Department



The Business Data and Support Department provides a data management service to support the business services of the Agency. It manages product databases, the records management system, data entry, data quality, data security and data analysis to ensure best use of data as part of a wider Agency strategy on information and knowledge management. One of the Agency’s key objectives is to improve the way in which it manages and shares its own knowledge base in a safe and secure way. The Department provides services that not only generate but also maintain quality and transparent information assets. This is done together with tools and analytics that enable sound and consistent decision making within the overall aim of transforming data into knowledge that supports excellence across the Agency and our stakeholder network. Data management is a critical new activity in the EMA/AD/366: Information and Content Manager, Product Database Management, Business Data and Support Department, Procedure Management and Business Support Division (AD6) Page 2/13

Agency. The data we collect and analyse are an important Agency asset. They are being used to make management decisions, many of which have substantial health, safety and economic consequences.

The Agency



The European Medicines Agency is a decentralised body of the European Union with all its offices and headquarters in London. Its core responsibility is the protection and promotion of public health through the evaluation and supervision of medicines.

Candidates on the valid reserve list may also be considered for a different post within the same grade if the job specification and the nature of the role are similar.

This announcement is governed by the General terms and conditions for selection procedures for Temporary Agents.

Specific objectives of the jobholder:




Under the supervision of the Head of Service in Product Database Management Service (B-BD-DBM), the successful candidate is expected to carry out the following tasks:

 Lead on-going work process improvement projects in alignment with the Agency's ECM system requirements, including documenting current business processes; designing enhancements; and developing document-centric automated work flows;

 Deliver document centric process improvements;

 Map the end-user requirements and programme strategy to the implementation of content management solutions to align with the Agency’s information architecture, records compliance policies, and legal requirements;

 Facilitate change management by working with staff throughout the Agency in managing communication and support plans;

 Evaluate software, vendor credentials and performance, and related contract management;

 Conduct user research to create and deliver system design recommendations;

 Provide ongoing end user training to support electronic document management throughout the organisation;

 Develop and maintain strong client relationships at all levels – executive, management and staff within the Agency and with its partners;

 Develop migration strategies to ensure integrity of information and related metadata over the required lifetime as systems are upgraded or replaced.

Elements that will be taken into account in determining candidates to be invited for test/interview:





Knowledge and experience of content management solutions;

EMA/AD/366: Information and Content Manager, Product Database Management, Business Data and Support Department, Procedure Management and Business Support Division (AD6) Page 3/13

 

 Experience with document centric workflow technologies including their development, implementation, and maintenance;

 Experience in implementing document management processes best practices and their associated technical requirements for the storage, management and distribution;

 Experience in leading process efficiency efforts across multiple departments using process improvement methodologies;

 Experience in working for an international organisation and/or in a multi-cultural environment.

Elements that will be part of the oral assessment:





Ability to analyse problems and react quickly in problematic situations with a minimum supervision;

 High-level understanding of the business processes and the stakeholders involved;

 Excellent organisational skills;

 Project-oriented, customer-focused and responsive attitude with excellent communication skills;

 Experience in working in projects.

Essential requirements for admission to the selection procedure:




1. A university degree (minimum of 3 year’s study) relevant to the field of the above job profile;

2. At least three years’ professional experience after obtaining the relevant degree, that must have been obtained by the closing date, relating to the fields covered by the above job profile;

3. A good command of English and a thorough knowledge of another official language of the European Union to the extent necessary for the performance of duties. (For any promotion in the future, knowledge of a third EU language would be required).

For the essential requirement 1 it will be necessary to provide proof at the interview stage.

Deadline for submission of application forms is 28 November 2014 at midnight.

Chief, Peacekeeping Information Management Unit, P-4. DPKO, UN Secretariat, New York. Open until 12 December 2014

Chief ,Peacekeeping Information Management Unit, P4
INFORMATION MANAGEMENT OFFICER
Department of Peacekeeping Operations
NEW YORK
13 October 2014-12 December 2014
14-IMA-DPKO-37759-R-NEW YORK (R)

United Nations Core Values: Integrity, Professionalism, Respect for Diversity


 
 

Special Notice
- Staff members are subject to the authority of the Secretary-General and to assignment by him or her. In this context, all staff are expected to move periodically to new functions in their careers in accordance with established rules and procedures.
- These posts are financed by the Support Account for Peacekeeping Operations. Extension of appointment will be subject to budgetary approval.
Org. Setting and Reporting
This position is located in the Peacekeeping Management Unit, Office of the Chief of Staff, Department of Peacekeeping Operations (DPKO) and Department of Field Support (DFS). Under the overall supervision of the Chief of Staff, the incumbent reports directly to the Senior Programme Officer of the Office of the Chief of Staff, DPKO/DFS.
Responsibilities
Within delegated authority, the Information Management Officer will be responsible for the following duties:

•Head and manage the work of the Peacekeeping Information Management Unit.
•Support the Chief of Staff in ensuring effective integration and management of DPKO and DFS
and Field Missions in the area of Information Management and records management.
•Develop and maintain peacekeeping policies, procedures, and standards affecting the
development and maintenance of the DPKO, DFS and Field Missions information management,
records, and archives .
•Provide policy and strategic advice on information management and peacekeeping record
keeping practices based on needs, business process, workflow, technical architecture and
information resources analysis; make recommendations relating to peacekeeping information
management practices, improvement and implementation strategies, resource requirements,
file plans, retention schedules and procedures for transferring records to the section; organize
and maintain UN records; preserve and dispose, identify and protect vital records; and, inform
management policies and procedures, with an emphasis on technological applications .
•Conduct policy-oriented research and drafting on the applicability of information technology to
records and archives using data from internal and external sources to develop peacekeeping
policies, guidelines and procedures in keeping with technological developments, e.g., strategy
for long-term preservation and retrievability of electronic records .
•Plan, implement and support programmes for the delivery of integrated information and data to
support DPKO-DFS monitoring and decision-making, including the creation of dissemination of
data visualizations, information fact sheets and IM tools and products .
•Monitor the progress of cross-cutting Information Management projects in DPKO, DFS and Field
Missions to ensure compliance with peacekeeping standards and guidelines.
•Assess and makes recommendations relating to the use of information systems from the
record keeping perspective. Provide reliable, up-to-date research and specifications for
information management technology and innovations applications relevant to records
management and archives .
•Support the Chief of Staff in his/her role as Chair of the Information Management Committee
(IMC) and assist the Chief of Staff in the organization, prioritization and review of resource
requests for DPKO/DFS Information Management initiatives.
•Ensure the preservation of information assets with continuing value by appraising records
according to their administrative, legal, financial and/or historical value, develop and implement
appropriate retention schedules with records-originating offices, monitor compliance with the
requirement to transfer inactive records to Headquarters, and, where applicable, identify non-
core records for transfer to commercial storage and manages commercial storage contracts .
•Develop and implement policies and guidelines relating to the preservation of and access to
digital archives by establishing metadata requirements; retain schedules for incorporation into
electronic recordkeeping systems; transfer, maintain security protocols; and select standards
for digitisation of finding aids and records and their electronic dissemination.
•Manage information security by enforcing security-classification restrictions; facilitate
declassification reviews by liaising with records-originating offices; and ensure the physical
security and safety of the Organization’s records .
•Evaluate and pilot emerging technologies (including software applications and associated
hardware, e.g., document/correspondence management products, imaging and digitisation
systems and optical disk storage media) to develop strategies for integrating records created in
diverse systems into an electronic recordkeeping system; to plan and develop migration
strategies for archival preservation of electronic records; and, to develop and maintain expertise
necessary to advise Secretariat offices in the management of electronic records .
•Carry out managerial responsibilities at the unit level relating to compliance with administrative
requirements, programme planning, policy and procedure recommendations, budgeting, human
resources and facilities management .
•Represent the Unit and DPKO/DFS, as required, at working groups, task forces and other fora,
on information management issues and records management, advocating recordkeeping
and/or archives perspectives and standards .
•Deliver training on peacekeeping information management and records management policies
and procedures .
•Evaluate the performance of vendors and certifies invoices, as necessary .
•Guide, train and supervise professional and general service staff in the various records
information management functions .
•Perform other duties as assigned
Competencies
•Professionalism: Knowledge of information management, archival practices, data management, record keeping and record disposition. Knowledge of electronic data maintenance, including appraisal, migration management, records preservation and description. Ability to conduct research and provide recommendations on information management trends. Ability to demonstrate conceptual, analytical and evaluative skills and conduct independent research and analysis, identifying and assessing issues, formulating options and making conclusions and recommendations. Shows pride in work and in achievements; demonstrates professional competence and mastery of subject matter; is conscientious and efficient in meeting commitments, observing deadlines and achieving results; is motivated by professional rather than personal concerns; shows persistence when faced with difficult problems or challenges; remains calm in stressful situations. Takes responsibility for incorporating gender perspectives and ensuring the equal participation of women and men in all areas of work.

•Communication: Speaks and writes clearly and effectively; listens to others, correctly interprets messages from others and responds appropriately; asks questions to clarify, and exhibits interest in having two-way communication; tailors language, tone, style and format to match audience; demonstrates openness in sharing information and keeping people informed.

•Planning& Organizing: Develops clear goals that are consistent with agreed strategies; identifies priority activities and assignments; adjusts priorities as required; allocates appropriate amount of time and resources for completing work; foresees risks and allows for contingencies when planning; monitors and adjusts plans and actions as necessary; uses time efficiently.

•Managing Performance: Delegates the appropriate responsibility, accountability and decision-making authority; makes sure that roles, responsibilities and reporting lines are clear to each staff member; accurately judges the amount of time and resources needed to accomplish a task and matches task to skills; monitors progress against milestones and deadlines; regularly discusses performance and provides feedback and coaching to staff; encourages risk-taking and supports creativity and initiative; actively supports the development and career aspirations of staff; appraises performance fairly.

•Leadership: Demonstrated professional leadership, including ability to integrate knowledge with broader strategic, policy, and operational objectives and to identify key strategic issues, opportunities and risks; demonstrated ability to provide leadership and take responsibility for incorporating gender perspectives into substantive work; commitment to the goal of achieving gender balance in staffing.
Education
Advanced university degree (Master’s degree or equivalent) in archival, information science, information management , social science or related field. A first-level university degree in combination with qualifying experience may be accepted in lieu of the advanced university degree.
Work Experience
A minimum of seven years of progressively responsible experience in information management, modern archives management, record keeping or related area is required. Experience with UN or international standards on information security classification is desirable. Experience in peacekeeping information management is desirable.Experience in managing complex information management projects or programmes involving senior managers as stakeholders is desirable.
Languages
English and French are the working languages of the United Nations Secretariat. For this post, fluency in English is required. Knowledge of a second official UN language is an advantage.
Assessment Method
Evaluation of qualified candidates may include an assessment exercise which may be followed by competency-based interview.
United Nations Considerations
Job openings posted on the Careers Portal are taken off at midnight (New York time) on the deadline date.

Applications are automatically pre-screened according to the published evaluation criteria of the job opening on the basis of the information provided by applicants. Applications cannot be amended following submission and incomplete applications shall not be considered. The selected candidate will be subject to a reference checking process to verify the information provided in the application.

Applicants are urged to follow carefully all instructions available in the online recruitment platform, inspira. For more detailed guidance, applicants may refer to the At-a-Glance on "The Application Process" and the Instructional Manual for the Applicants, which can be accessed by clicking on “Manuals” on the upper right side of the browser on Inspira.

The United Nations shall place no restrictions on the eligibility of men and women to participate in any capacity and under conditions of equality in its principal and subsidiary organs. (Charter of the United Nations - Chapter 3, article 8). The United Nations Secretariat is a non-smoking environment.

Candidates will be required to meet the requirements of Article 101, paragraph 3, of the Charter as well as the requirements of the position. The United Nations is committed to the highest standards of efficiency, competence and integrity for all its human resources, including but not limited to respect for international human rights and humanitarian law. Candidates may be subject to screening against these standards, including but not limited to whether they have committed, or are alleged to have committed criminal offences and/or violations of international human rights law and international humanitarian law.
No Fee
THE UNITED NATIONS DOES NOT CHARGE A FEE AT ANY STAGE OF THE RECRUITMENT PROCESS (APPLICATION, INTERVIEW MEETING, PROCESSING, OR TRAINING). THE UNITED